Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO AWARD open-end contract to low, responsive, responsible bidder, Northeast II, Inc. dba TC Delivers, for Utility Statement Services, Bid No. OPN2128319B1, for Water and Wastewater Services, in the initial two-year estimated amount of $998,338, which includes a total allowance in the biennial amount of $700,000, and authorize the Director of Purchasing to renew the contract for three one-year periods, for a five-year estimated amount of $2,495,845.
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Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.47, Award and Execution Authority, Board approval is required for awards with a value of more than $500,000, inclusive of the value of any renewals or extensions provided for in the contract, that include a single bidder, rejection of apparent low bidder, protested award, or pulls from the Board regarding the intended award.
What Action Accomplishes
Provides for printing and mailing services for distribution of utility bill statements, customer newsletters, and special notices to customers.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/WATER AND WASTEWATER SERVICES RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) determined that no County Business Enterprise (CBE) participation goal should apply to the solicitation based on its review of the products and services requested and availability of CBE firms to perform the services.
Section 1-81.3(a) of the Code of Ordinances provides for the setting of a CBE goal of at least 25% unless the Board of County Commissioners of County Administrator (under limited circumstances) approves a different goal, or no goal based upon written determination by the Director to the Office OESBD. The Board’s approval of this item will result in no CBE goal being set for the applicable agreement consistent with the written determination provided by the Director of OESBD (Exhibit 2).
This contract provides for utility statement printing and mailing services including customer newsletters, and special notices to Broward County Water and Wastewater Services (WWS) customers. The services include design, data processing, printing, folding, inserting, presorting, metering, and mailing of utility statements and notices for commercial, retail, large users, well water, and multi-line customers.
The contract identifies allowances in the total amount of $700,000 for the initial term. Expenditures under the allowances must be approved by the Contract Administrator and will be reimbursed at the vendor’s actual cost without mark-up (Exhibit 1).
The Director of Purchasing has determined the apparent low bidder, InfoSend, Inc., to be non-responsive, based on non-compliance with Section 4.1.6, which required WWS utility bills to be printed on a laser printer, and Section 4.1.12, which requires bidders to start and complete the new customer implementation process, to begin printing WWS utility statements within 30 days of notice to proceed (Exhibit 3).
WWS has reviewed the bid submitted by Northeast II, Inc. dba TC Delivers, and concurs with the recommendation for award (Exhibit 4).
Three County vendor performance evaluations were completed for Northeast II, Inc. dba TC Delivers, and the vendor has a rating of 4.23 out of a possible rating of 5.0. Copies of the vendor performance evaluations are available upon request.
The initial bid submitted by Northeast II, Inc., dba TC Delivers was $311,072; the vendor offered a voluntary reduction of $12,743 which reduced the total bid amount to $2,495,845. The Broward County Procurement Code, Section 21.41(b), allows for acceptance of a voluntary reduction in price after bid opening, is such reduction does not result in the modification or deletion of any condition of the solicitation (Exhibit 5).
Incumbent: Northeast II, Inc. dba TC Delivers, Contract Number: K2114434B1_1, Utility Bill Printing and Mailing Services; Contract Term: February 6, 2018, through November 6, 2024, Expenditures to date: $2,470,264.
The bid was advertised on April 11, 2024, through May 2, 2024; two bids were received with no declination (Exhibit 1).
The Recommendation for Award was posted on the Purchasing Division website from August 19, 2024, through August 26, 2024. There was no protest filed regarding this procurement.
Northeast II, Inc., dba TC Delivers' bid validity expired September 1, 2024, and Northeast II, Inc., dba TC Delivers has agreed to extend it through November 30, 2024.
The amounts referenced in this agenda item were rounded to the nearest whole dollar. Vendor payments will be based on the actual bid amount.
The contract consists of the County’s solicitation and the vendor’s response.
The initial contract period begins on November 7, 2024.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
This open-end contract has a not to exceed amount of $2,495,845, over a potential five-year period. The funds estimated for the current Fiscal Year are included in the current Fiscal Year budget.
Requisition No. WWF0005921